# Key Maintenance Management Software Features | Capterra > Buying maintenance management software? Look out for these five software features rated as the most important and top products that offer them. Source: https://www.capterra.com/resources/key-maintenance-management-software-features --- Equipment MaintenanceFacilities and Maintenance # 5 Key Maintenance Management Software Features With Top Products That Offer Them Written by: Barkha Bali Barkha BaliAuthor Senior Writer Experience I’ve been writing for Capterra since August 2021, providing expert insights to help small and midsize businesses (SMBs) find the rig... [See bio & all articles](https://www.capterra.com/resources/author/bbali/) Published May 29, 2024 12 min read Table of Contents - [1\. Work order management](#1-work-order-management) - [2\. Preventive maintenance](#2-preventive-maintenance) - [3\. Service history](#3-service-history) - [4\. Scheduling](#4-scheduling) - [5\. Asset tracking](#5-asset-tracking) Imagine having a critical piece of equipment suddenly malfunction, bringing your business operations to a halt. Lost production time, scrambling for repairs, and frustrated customers are just a few consequences of unexpected equipment failures. In businesses where equipment reliability is important, proactive maintenance is a necessity. This is where [maintenance management software](https://www.capterra.com/maintenance-management-software/) can help maintenance teams transition from a reactiveto a preventiveapproach, minimizing downtime and maximizing equipment lifespan. Understanding key features before you invest can help maximize the returns on maintenance management investments. To help you with that, we’ve determined five key maintenance management software features based on the ratings given by verified software users. We also include the highest-rated maintenance management software for each feature. ## 1\. Work order management The work order management feature helps maintenance managers organize and execute maintenance tasks within the business or facility. It standardizes requesting, assigning, tracking, and completing work orders related to equipment repairs, preventive maintenance, inspections, and other upkeep activities. This feature includes creating work orders with detailed task descriptions, priority levels, deadlines, and relevant documentation or instructions. Once created, work orders can be assigned to specific technicians or teams based on their skill sets, availability, and workload. Through the software, supervisors can monitor maintenance work in real time, ensuring timely completion. Work order management often includes features for recording labor and material costs, capturing asset maintenance histories, and generating reports for performance analysis and decision-making. ### What business problems does work order management solve? The work order management feature helps maintenance managers solve the following challenges: - **Resource misalignment:** Assigning tasks without considering technician skills or workload can lead to delays and inefficiencies. Maintenance managers can address this issue with work order management features by providing a centralized platform to schedule and assign tasks based on resource availability and skill sets. By having a clear overview of technician schedules and workloads, managers can ensure that the right personnel are assigned to the appropriate tasks, optimizing resource utilization and minimizing idle time. - **Ineffective workflows:** Disjointed processes can lead to delays, errors, and inefficiencies in completing maintenance tasks. The work order management feature simplifies workflows by automating routine tasks, such as work order generation, assignment, and notification. By standardizing processes and providing predefined workflows, this feature ensures consistency and reduces the likelihood of errors or oversights. Furthermore, the feature can incorporate customizable workflows tailored to the specific needs of different maintenance tasks, ensuring that each task follows a structured and efficient process from initiation to completion. - **Inability to track and monitor work orders:** It is difficult to track the status of maintenance requests and work progress without a centralized system. Work order management features provide real-time updates and improve visibility for managers and stakeholders. Managers can track the progress of each work order, from creation to assignment to completion, and receive notifications for overdue or pending tasks. The feature helps generate reports to analyze key performance metrics, such as response times, completion rates, and resource utilization, allowing managers to identify trends, improvement areas, and optimization opportunities. These insights help managers make informed decisions, proactively address issues, and improve the effectiveness of their maintenance operations. ### How users benefit from work order management Here are some excerpts from the reviewers of work order management features describing how it helps them: > _“All technicians have their work orders assigned to them and are not allowed to stand idly by. The technicians have a lot of facility to output materials, include comments, upload photos and fill in all the information of the work done.”_ > > _“Being able to see every WO that is generated in the system allows our department to make critical decisions based on actionable information; instead of, guessing. The ability to see photos in the system to ensure we are selecting the correct vendor is crucial to limiting unnecessary costs.”_ > > _“Being able to track and have the data within minutes to see what a truck is costing us and has been costing us is awesome, no more going to the file cabinet to pull out a folder full of paperwork and then adding line items for 2 hours to get data on a truck or a piece of equipment.”_ ### Top 3 products with the highest ratings for work order management _Analysis performed April 2024_ #### Trial/Free Version - Free Trial - Free Version #### Work order management feature rating 4.9/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Work order management feature rating 4.85/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Work order management feature rating 4.84/5 #### Device Compatibilty ## 2\. Preventive maintenance This maintenance software feature helps maintenance managers proactively address potential equipment failures and avoid unplanned downtime. Preventive maintenance includes maintenance planning, scheduling regular inspections, servicing, and replacements based on predefined criteria such as time intervals, usage metrics, asset performance, and equipment conditions. Preventive maintenance schedules help identify and rectify minor issues before they escalate into major problems, thus extending the lifespan of assets and optimizing operational efficiency. Maintenance management software standardizes the process by automating scheduling, sending reminders for upcoming maintenance tasks, and generating reports to track equipment performance and maintenance operations' history. ### What business problems do preventive maintenance solve? The preventive maintenance feature helps maintenance managers solve the following challenges: - **High equipment downtimes:** Unplanned equipment failures disrupt production schedules, delay deliveries, and lead to lost revenue. By regularly inspecting and servicing equipment, preventive maintenance identifies and addresses potential issues before they escalate into major breakdowns. This feature reduces unplanned downtime and keeps operations running smoothly. - **Inability to control maintenance costs:** Reactive maintenance leads to unpredictable and often high costs. Unexpected repairs often require more expensive emergency services. Preventive maintenance allows for proactive management of maintenance costs. Scheduled maintenance tasks are typically less expensive than emergency repairs. Furthermore, preventive maintenance extends equipment lifespan, reducing the need for frequent replacements, which can be a cost-saving factor. - **Non-compliance with industry standards:** Certain industries, such as healthcare, have specific regulations regarding equipment maintenance. Failing to comply with these standards can lead to fines and safety hazards. By implementing preventive maintenance schedules based on manufacturers' recommendations and industry best practices, organizations can demonstrate a proactive approach to equipment maintenance and safety. The preventive maintenance feature provides documentation of maintenance activities, including inspection reports, service records, and compliance certifications, enabling organizations to track and prove compliance with regulatory standards. ### How users benefit from preventive maintenance Here are some excerpts from the reviewers of the preventive maintenance feature describing how it helps them: > _“Preventative maintenance assists in tracking all of our services and upcoming services without having to keep track of it on excel which makes it much easier. It also advises me when work is upcoming and I can delegate accordingly.”_ > > _“Preventive maintenance is a key element of reliable operations. It allows us to record existing maintenance against our assets, identify failures against lack of maintenance and report the impact against improvements in reliability.”_ > > _“Regular preventive maintenance can help tools last longer. Potential difficulties can be recognised and corrected early by performing routine inspections, lubrication, and calibration, thereby avoiding major breakdowns and costly replacements. Well-maintained tools tend to perform better. Tools' performance and precision can be improved by keeping them clean, properly adjusted, and oiled, resulting in superior results in a variety of applications.”_ ### Top 3 products with the highest ratings for preventive management _Analysis performed April 2024_ #### Trial/Free Version - Free Trial - Free Version #### Preventive maintenance feature rating 4.80/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Preventive maintenance feature rating 4.78/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Preventive maintenance feature rating 4.75/5 #### Device Compatibilty ## 3\. Service history The service history feature within maintenance management software acts as a digital archive for maintenance managers and workers, including details of all equipment maintenance activities. It centralizes work orders, completed tasks, parts used, and technician notes. This history shows an asset's overall health and maintenance needs. It enables maintenance managers to analyze trends, identify recurring issues, optimize maintenance schedules, and make informed decisions regarding equipment reliability, uptime, and resource allocation. ### What business problems does service history solve? Service history helps maintenance managers and workers solve the following challenges: - **Losing track of maintenance details:** Paper-based records or scattered digital files can make it difficult to find past maintenance information. Service history provides a centralized and easily searchable record of all work orders, tasks, parts used, and notes for each piece of equipment. This helps prevent oversight and maintains maintenance history for each asset. - **Repetitive troubleshooting:** Without access to past service records, technicians may waste time troubleshooting issues that have already been addressed. Service history allows them to see past resolutions and identify recurring problems, leading to more effective repairs. - **Inefficient preventive maintenance scheduling:** Without historical data on equipment performance and maintenance needs, it's difficult to optimize preventive maintenance schedules. Service history provides valuable data on asset performance and maintenance trends, allowing maintenance managers to create accurate preventive maintenance schedules. Organizations can minimize downtime, extend asset lifespan, and optimize maintenance resource allocation by scheduling maintenance based on actual asset usage and condition rather than arbitrary time intervals. ### How users benefit from service history Here are some excerpts from the reviewers of the service history feature describing how it helps them: > _“Having a complete service history and notes from both the office and field staff allows for improved communication with the client regardless of which employee they're working with.”_ > > _“Helps keep track of everything that has ever been done to this equipment allows to track repairs as well as calibrations/PMs and the results of those tests.”_ > > _“It allows me to change and implement new and updated changes as well protect my usage and updated changes with data management. This is crucial in today's world.”_ ### Top 3 products with the highest ratings for service history _Analysis performed April 2024_ #### Trial/Free Version - Free Trial - Free Version #### Service history feature rating 4.8/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Service history feature rating 4.71/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Service history feature rating 4.71/5 #### Device Compatibilty ## 4\. Scheduling The scheduling feature in maintenance management software allows managers to plan, organize, and track maintenance tasks. It enables maintenance managers to create schedules for preventive maintenance, inspections, repairs, and other tasks based on equipment conditions, usage patterns, and regulatory requirements. With this feature, users can set up recurring maintenance routines, assign tasks to technicians, allocate resources, and monitor progress in real time. ### What business problems does scheduling solve? The scheduling feature helps maintenance managers solve the following challenges: - **Missed or overdue maintenance:** Relying solely on memory or manual reminders can lead to missed or overdue preventive maintenance tasks. The scheduling feature sends automated alerts and reminders to technicians and managers, ensuring the timely completion of all maintenance activities. - **Technician conflicts and overload:** Double-booking technicians or assigning them an unrealistic workload can lead to delays and inefficiencies. The scheduling feature provides a visual overview of the technician and maintenance schedule, preventing conflicts and ensuring a balanced workload distribution. - **Unplanned downtime:** Reactive maintenance leads to unpredictable downtime. The scheduling feature facilitates preventive maintenance by enabling proactive scheduling of inspections, servicing, and replacements, minimizing unplanned equipment failures and downtime. ### How users benefit from scheduling Here are some excerpts from the reviewers of the scheduling feature describing how it helps them: > _“A part of our business model requires us to schedule lots of maintenance activities. Dispatcher are able to schedule work and make them reoccurring if needed.”_ > > _“Great flexibility for creating schedules for certain dates, times, and multiple items within the same date/times. Allows for quantities if multiple people/donations are needed.”_ > > _“I am able to keep and list out all important dates and events in a way that is so efficiently organized that they never get lost in the clutter found in other more complex calendar apps.”_ ### Top 3 products with the highest ratings for scheduling _Analysis performed April 2024_ #### Trial/Free Version - Free Trial - Free Version #### Scheduling feature rating 4.75/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Scheduling feature rating 4.66/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Scheduling feature rating 4.65/5 #### Device Compatibilty ## 5\. Asset tracking The asset tracking feature within maintenance software allows facility managers to monitor and manage their physical assets. This feature enables maintenance managers to keep detailed asset information, including its location, number of spare parts, maintenance history, and status. Asset tracking often uses barcode scanners or radio frequency identification (RFID) tags to track the physical location of equipment in real time. This centralized database provides a clear picture of your entire inventory, making it easy to find specific equipment and ensuring you have all the crucial details readily available. By leveraging asset tracking, maintenance teams can schedule preventive maintenance tasks, identify potential issues before they escalate, and optimize resource allocation. ### What business problems does asset tracking solve? The asset tracking feature helps facility managers solve the following challenges: - **Losing track of equipment:** With many assets, physically locating specific equipment can be time-consuming and inefficient. Asset tracking provides a centralized view of all equipment location data, including real-time tracking for some systems. This eliminates wasted time searching for equipment and ensures maintenance tasks are completed efficiently. - **Underutilized or idle assets:** Without proper tracking, it can be difficult to identify underutilized or idle assets. The asset tracking feature provides insights into equipment usage patterns, helping managers optimize resource allocation and potentially reallocate underutilized equipment to areas of greater need. - **Loss or theft of assets:** The asset tracking feature provides real-time visibility into the location and movement of assets, helping businesses prevent loss or theft. Organizations can deter unauthorized access and recover stolen assets by monitoring asset movements and implementing security measures such as RFID tags or global positioning system (GPS) tracking. ### How users benefit from asset tracking Here are some excerpts from the reviewers of the asset tracking feature describing how it helps them: > _“A very good section is to track the location where the device associated to a contributor is located, many times people can forget where the device was last located as well as the last time of its scheduled maintenance and status which helps a lot for its later replacement and disposal.”_ > > _“Allows us to track info on assets that allow us to keep the assets working, track how much money were spending on them and overall cost of the asset.”_ > > _“Asset management is important for many reasons, one of them is to keep record of fixed assets and calculate cost associated with it which helps determine weather to spend money on improvement or to purchase new one.”_ ### Top 3 products with the highest ratings for asset tracking _Analysis performed April 2024_ #### Trial/Free Version - Free Trial - Free Version #### Asset tracking feature rating 4.75/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Asset tracking feature rating 4.73/5 #### Device Compatibilty #### Trial/Free Version - Free Trial - Free Version #### Asset tracking feature rating 4.71/5 #### Device Compatibilty * * * Looking for Maintenance Management software?Check out Capterra's list of the [best Maintenance Management software](https://www.capterra.com/maintenance-management-software/) solutions. ### Was this article helpful? * * * ## About the Author [### Barkha Bali](https://www.capterra.com/resources/author/bbali/) Barkha Bali is a writer at Capterra. She provides insights to help small and midsize businesses identify the right software for their needs by analyzing more than 550,000 Capterra user reviews and nearly 48,000 interactions between Capterra software advisors and buyers. ### RELATED READING - [Choosing Project Management Software? 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The features showcased are those that the highest percentage of reviewers rated as “highly important” or “critical” over the past two years (as of April 28, 2024). **Feature eligibility**: To be included in the set of features considered, a given feature had to have at least 200 user ratings within the past two years (as of April 28, 2024), of which at least 20% must indicate the feature is “critical.” Eligible features were determined from two sources:  1. Our research team’s review of public information about maintenance management software usage, definitions, and associated features. 2. Reviewers’ indication of the features they use for maintenance management. **Product selection**: To identify the top-rated products per feature, we evaluated user ratings for products that offer each feature. For a given product, reviewers rate each feature on a scale of one to five stars. A given product had to have at least 20 user ratings (between April 2022-24) for the feature in question to be considered. **Review excerpts selection**: Review excerpts are passages extracted from longer reviews written by verified reviewers. We obtain these excerpts by applying an algorithm that considers factors including, but not limited to, length, sentiment, topic coverage, and thematic relevance. Excerpts represent user opinion and do not represent the views of, nor constitute, an endorsement by Capterra or its affiliates. Excerpts are not edited for clarity or grammar.